Commercial Property Series Part 1: The Ultimate Preventative Maintenance Checklist for Commercial Buildings

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Beyond the Seasons: The Ultimate Preventative Maintenance Checklist for Commercial Buildings

Welcome back to our blog series designed to help facility managers maintain their commercial buildings. In the first installment, we focused on a seasonal maintenance schedule to help you keep your property in prime condition throughout the year. This time around, we’ll explore a preventative maintenance checklist that goes beyond just seasonal care.

What Is Preventative Maintenance?

In contrast to reactive maintenance, where you deal with problems as they arise, preventative maintenance involves proactively maintaining equipment to reduce the chances of failure. The benefits of preventative maintenance include:

  • Lower overall maintenance costs
  • Improved scheduling of activities
  • Better preparedness for maintenance work
  • Reduced risk of unexpected downtime


The energy efficiency and quality of light in your building can be heavily impacted if your lighting fixtures are not adequately maintained. Here’s what you should do:

  • Regularly inspect lighting fixtures for wear and tear
  • Check exterior lights for any torn cables
  • Replace gaskets for watertight seals
  • Re-aim adjustable lighting as needed
  • Replace burned-out lamps
  • Safely store used bulbs until a certified vendor can remove them


Ensuring safety is non-negotiable. Regular inspections are essential for:

  • Checking fire alarms and smoke detectors
  • Inspecting for fire hazards
  • Keeping fire extinguishers checked and recharged
  • Monitoring the building for proper wiring


A well-maintained HVAC system can greatly impact your building’s energy efficiency and the comfort of its occupants. To maintain your HVAC system:

  • Inspect the system at least twice a year
  • Clean and replace air filters regularly
  • Inspect couplings and check for leaks
  • Lubricate pumps annually and inspect for unusual noises
  • Clean the starter and cabinet and inspect the wiring


Electrical systems are the lifeline of your building, and their failure can result in significant downtime. To keep them running:

  • Check outlets, breaker boxes, wires, batteries, and switches at least once a year
  • Keep electrical storage free of dust, dirt, and debris
  • Replace any batteries that need replacing


Failure in plumbing can result in water damage and costly repairs. To avoid that:

  • Check and replace refrigerant and oils
  • Inspect fixtures for leaks
  • Check boilers and water heaters
  • Look at sump and sewage pumps at least once annually

Fire Safety

To ensure that your fire safety systems are always ready for action:

  • Check sprinkler heads, central control panels, and pull stations
  • Check standpipes and the pump supplying them
  • Calibrate pressure relief valves

Bathrooms and Kitchens

Regular inspections are crucial to maintain the hygiene and usability of bathrooms and kitchens. You should:

  • Check for damaged tiles, malfunctioning dispensers, and faulty hardware
  • Inspect grout and caulk
  • Consider professional cleaning services


Keep your interiors clean to minimize wear and tear. What to consider:

  • Schedule carpet cleaning once every 4-6 months
  • Regularly clean the walls and repaint them as necessary
  • Hire a pest control expert for regular inspections


To ensure the exterior stays in good condition:

  • Inspect the roof at least twice per year and after any major storms
  • Clean surfaces in parking garages twice per year
  • Clean out gutters
  • Conduct a moisture survey to find leaks

Preventative maintenance is crucial for the longevity and efficiency of your commercial building. Use this checklist alongside your seasonal maintenance schedule from our first blog to create a comprehensive building maintenance strategy. Stay tuned for the third installment in this series, where we’ll dive deeper into the world of advanced maintenance solutions.

Get access to our Comprehensive Maintenance Checklist for Commercial Properties here:

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